ADMINISTRATIVE ASSISTANT II

Administrative Support Specialist

The purpose of this position is to provide specialized administrative support for an assigned division or department. Incumbents perform work of a specialized nature which requires knowledge of departmental operations.

Examples of duties include:

• Providing administrative/secretarial support for an assigned division or department; relieving staff of routine administrative tasks; screening telephone calls, mail, email, and other communications and initiating appropriate action/response; recording and transcribing dictation; typing, composing, editing, or proofreading various documentation; maintaining calendars and scheduling meetings, appointments, interviews, or other activities; and coordinating travel arrangements, accommodations, conference registrations, or related plans for department staff.
• Serving as liaison between assigned department/division and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations; distributing and receiving routine information; interacting with various officials and dignitaries involving sensitive client relations; conveying information among division/department personnel; and circulating documentation to appropriate departments.
• Performing customer service functions in person, by telephone, and by mail; providing information/assistance regarding department/division services, procedures, fees, or other issues; responding to routine questions or complaints; researching problems/complaints and initiating problem resolution; receiving payments for various fees, fines, or services; recording transactions, posting payments, and issuing receipts; balancing cash drawers; preparing revenues for deposit; and forwarding as appropriate.
• Processing applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes; distributing application forms and providing information; accepting fees/deposits and processing completed applications; issuing permits as appropriate; and administering work order program and opening/closing work order requests.
• Serving as departmental human resources liaison; preparing new employee paperwork; processing documentation pertaining to personnel/payroll functions; reviewing timesheets for accuracy and researching discrepancies; tracking accrued and used sick leave and vacation time; entering payroll data computer systems; preparing personnel change forms; and maintaining attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
• Processing documentation pertaining to budget or general financial management; reviewing invoices for accuracy, matching with purchase orders; entering budget data into computer; assisting with budget preparation; entering daily revenue into computer and generating revenue reports; reviewing monthly budget analysis reports; monitoring expenditures to ensure compliance with approved budget; reconciling payable records with Finance Department records; preparing deposits; coordinating internal accounting activities; maintaining current balances for accounts; and maintaining departmental petty cash funds.
• Processing purchasing documentation; reviewing purchase requisitions and verifying availability of budgeted funds; preparing purchase orders and forwarding data to appropriate departments; obtaining competitive price quotes; ordering materials under blanket purchase orders; reviewing invoices, purchase orders, or other documents for accuracy; researching discrepancies, assigning proper accounting/budgetary codes, obtaining proper signatures, and forwarding for payment; and maintaining files and records.
• Receiving and sorting incoming documentation and materials; sending/receiving documentation; distributing/delivering incoming faxes, mail, or other documentation to appropriate personnel; sorting, organizing, opening, and/or distributing incoming mail; signing for incoming packages and delivering to appropriate personnel; processing outgoing mail; and copying and distributing forms, reports, correspondence, schedules, agendas, or other documentation.
• Processing a variety of documentation associated with department operations within designated timeframes, and per established procedures; receiving, reviewing, recording, typing, and/or distributing documentation; entering data into computer systems; logging, tracking, or maintaining records regarding department activities; and compiling data for further processing or for use in preparation of department reports; filing, maintaining, and storing hardcopy records.
• Performing data entry functions by keying data into computer system; entering, retrieving, reviewing, or modifying data in computer database; scanning documents into computer; verifying accuracy of entered data and making corrections; indexing documents; and developing databases and computerized reports.
• Operating a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operating general office or other equipment as necessary to complete essential functions.
• Communicating with supervisor, County officials, other County employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performing other related duties as assigned.

Minimum qualifications include:

Education and experience: Requires a High School diploma or equivalent and three (3) years of related experience in clerical, administrative support, secretarial, customer service, and/or record management, or equivalent combination of education and experience.

Licenses or certifications: Depending on area of assignment, may require possession and maintenance of valid State of Georgia Notary Public certification.

Special requirements: None.

Knowledge, skills and abilities:

• Knowledge of local government operations, administrative and clerical related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.

Physical demands include:

The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

Work environment:

Work is performed in a relatively safe, and secure work environment.

Henry County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities to perform the primary job functions described in this job description. Henry County encourages both prospective and current employees to discuss potential accommodations with the employer. Henry County will comply with all applicable federal regulations and Henry County's insurance requirements governing workplace anti-drug and alcohol programs. Henry County employees shall be subject to the provisions of the Drug-Free Workplace Act of 1988.